Fleet Maintenance Administrative Assistant

Solid Ground; Seattle (WA); On-site; USD 40,000 - 50,000; Full time

Job summary

Solid Ground is seeking a Fleet Maintenance Administrative Assistant to support its para-transit program in Seattle, Washington. This role involves handling administrative tasks within the Maintenance department, including vendor payments, work order entry, and inventory control.

The ideal candidate will coordinate with the maintenance manager on parts ordering, manage the maintenance budget, and generate customer invoices. Strong organizational and communication skills are vital. Solid Ground is committed to diversity and equal opportunity.

Responsibilities

• Coordinate, track & initiate payment to vendors and suppliers.
• Enter work orders in EAM database and provide scheduling support.
• Monitor pricing of parts and manage inventory.
• Generate customer payment invoices and track billing.
• Maintain the maintenance budget and assist with discrepancies.
• Track warranty claims and manage office supplies.

Job description

Fleet Maintenance Administrative Assistant

Support our para-transit program as key part of the Transportation Department.

Job Summary

The Transportation Department includes Solid Ground Transportation (SGT), a program that provides para-transit service under contract to King County Metro's Access Services Division, Community Transportation Services, and the vehicle Maintenance division. The Fleet Maintenance Administrative Assistant is responsible for administrative tasks including account payments and reconciliations, and provides support to the Maintenance department including working with the maintenance manager directly on parts ordering and inventory control.

Essential Responsibilities, Duties & Tasks

25% Coordinate, track & initiate payment to vendors and suppliers. Contact vendors to reconcile pricing and invoice discrepancies.

25% Enter work orders in EAM database, research missing information, compose reports, and generate daily PMI work orders. Provide support in scheduling of repairs to ACCESS, CAT and other program vehicles, including scheduling of repairs by outside vendors.

15% Monitor vendors for consistent pricing of parts and supplies, maintain a detailed parts inventory and price comparative database; contact vendors with inquiries regarding part identification and price. Order and receive parts from vendors, stock parts as required.

10% Generate customer payment invoices and statements based on month end closing of all repair orders and send out billing requests. Evaluate all invoices and statements to ensure proper payment is made. Maintain a file and track all customer invoices to ensure proper billing.

10% Monitor, track and maintain the maintenance budget and assist the Maintenance Manager in resolving discrepancies.

10% Initiate and track warranty claims to ensure proper credits are received. Receive warranty parts and core parts from maintenance shop, document and return to vendors for replacement or credit. Track and verify credit was received from vendors.

5% Keep general office supplies replenished; organize and file completed work orders, invoices, and forms; answer phones. Track and enter payroll for maintenance department.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Solid Ground is an equal opportunity employer committed to workplace diversity. We do not discriminate on the basis of gender, age, race and color, religion, marital status, national origin, disability or veteran status.